Portal subscription terms

1. Who these terms are between

These terms are between KVK Group Ltd (“KVK”, “we”) and the business named when the subscription is bought (“you”). They apply to plans bought online: Clock-in & Timesheets and Clocking & Training.

2. What you get

Access to the KVK portal areas included in your plan for the number of sites you pay for, for everyone in your business you invite, plus email support during UK working hours.

A site is one live work site, branch or location. Storage yards do not count. You can add or remove paid sites in the portal at any time; the difference for part of a month is added to, or taken off, your next payment.

3. Price and payment

Prices are per site, per month, plus VAT, shown before you buy. Payment is monthly in advance. Card payments renew automatically. Invoices are due on receipt.

Self setup is free. The optional setup call is a one-off charge, also shown before you buy.

We will give you at least 30 days’ notice by email of any price change.

4. If a payment is late

We email reminders one day and four days after the payment was due. If it is still unpaid seven full days after the due date, portal screens are paused until it is paid.

While paused, clock-in on your sites keeps working so attendance and safety records are never lost, and nothing is deleted. Everything reopens as soon as the payment is received.

5. Cancelling

This is a rolling monthly subscription with no minimum term. You can cancel by emailing info@kvkgroup.co.uk. Cancellation takes effect at the end of the month you have already paid for; we do not refund part months.

Before your access ends you can download your timesheets and records to Excel. We keep your records for 90 days after the subscription ends so you can come back, then delete them unless the law requires us to keep them.

6. Your records

Your records belong to you. We process personal information in them on your behalf and only to provide the service, as described in our privacy notice. We do not use your records for our own purposes.

7. Using the portal properly

You are responsible for who you invite, for keeping logins private, and for the decisions you make using the portal. The portal records and organises information; it does not replace your own legal duties as an employer or contractor.

8. Availability and liability

We aim to keep the portal available at all times but may need short maintenance windows, which we schedule out of hours where we can.

Our total liability to you in any 12 months is limited to the fees you paid in that period. We are not liable for indirect losses or lost profits. Nothing in these terms limits liability that cannot be limited by law.

9. Changes and law

We may update these terms; we will email you at least 30 days before a change that affects you. These terms are governed by the law of England and Wales.